RULES OF THE PROBUS CLUB OF THE HORSLEYS
1. TITLE The Club shall be called The Probus Club of the Horsleys.
2. AIM To promote fellowship among retired professional and business men.
It shall be non- profit making, non- political, non- sectarian and non- affiliated.
3. MEMBERSHIP Membership shall be open to retired or partially retired professional and business men. Membership shall be limited to 70 paid up members.
Existing members wishing to introduce a prospective member may bring him to a meeting with a free lunch After this if the guest is still interested in membership he shall be invited to complete an application form.
The Chairman may invite other prospective members to a meeting with a free lunch and the guests shall then complete an application form as above if they wish to proceed.
In recognition of a member’s outstanding contribution to the fulfilment of the aim of the Club the Chairman, with the prior approval of the Committee, may confer on him honorary membership. Honorary members shall have the same rights, privileges and obligations as other members but shall not be required to pay an annual subscription.
Membership of the Club may be terminated at any time by a member notifying the Secretary of his resignation. No refund of subscription will be given.
In exceptional circumstance the membership of any member may be terminated by the Committee if it considers that the member’s words or actions have not been in keeping with the Club’s aims or are likely to bring the Club into disrepute. The member shall be advised in writing by the Secretary of the Committee’s decision. The member shall have the right to request the Committee within fourteen days to reconsider its decision. If the request is not upheld no refund of subscription will be given.
4. CONSTITUTION
The Club shall be managed by a Committee consisting of a Chairman, Vice Chairman, Immediate Past Chairman, Secretary, Treasurer and Luncheon Member, together with up to two other members, all of whom shall be nominated, seconded and elected at the Annual General Meeting. The Chairman shall retire from the Chair at the Annual General Meeting following his election but may offer himself for nomination for election for a further year.
Up to two members may be co-opted by the Committee for special roles but will not serve beyond the following Annual General Meeting unless elected.
Committee meetings shall normally be held at least three times in the Club’s calendar year but additional meetings may be held if required.
The quorum for Committee shall be a total of four, two of which must be either Chairman or Vice Chairman, Treasurer or Secretary.
5. MEETINGS
Ordinary meetings shall take the form of a luncheon on a date and at a place as shall be promulgated by the Committee, but shall normally be held the second Monday of each month.
The Annual General Meeting shall be held at the May luncheon and at least three weeks notice of such meeting shall be given to members by the Secretary.
An Extraordinary Meeting shall be called by the Secretary on the written request of not less than ten members stating the item or items for the agenda, or on the request of the Committee, and at least three weeks notice shall be given to the members by the Secretary.
Voting at the Annual General Meeting or Extraordinary Meetings shall be by show of hands. In the event of an equal division of votes the Chairman shall have a second or casting vote. If there are more than the required nominations for any office, the vote shall be by secret ballot. The quorum at any meeting shall be 25% of the paid up members at that time.
6. ACCOUNTS
The Treasurer shall prepare an Income and Expenditure account for the year ended 31st March in each year for presentation to the membership at the Annual General Meeting in May after examination by a member appointed at the previous Annual General Meeting.
Banking arrangements shall be at the discretion of the Treasurer, subject to the approval of the Committee. Signatures of any two approved Committee Members shall be required for cheques.
7. SUBSCRIPTION
A joining fee and annual subscription shall be agreed at the Annual General Meeting or an Extraordinary Meeting convened for that purpose. The annual subscription is due by the Annual General Meeting and any member failing to pay the current subscription by 31st July following shall be deemed to have resigned his membership. New members joining during the year shall pay the appropriate joining fee and a proportion of the annual subscription as determined by the Committee.
8. ATTENDANCE
A member is expected to attend luncheons. A member unable to attend is expected to notify the Luncheons Member no later than the Friday preceding the meeting. If he fails to do so he may be liable for the cost of the luncheon.
9. GUESTS
A member wishing to bring a guest in circumstances other than referred to in paragraph 3 of these rules must seek the agreement of the Chairman and notify the Luncheons Member no later than the Friday preceding the meeting.
10. CHARITABLE DONATIONS
The Committee may make donations from Club funds in such amount as it shall decide to any Registered Charity as shall be chosen by the Chairman for the time being.
11. AMENDMENT OF RULES
These rules shall not be altered in any way except with the approval of the members at an Annual General Meeting or at an Extraordinary Meeting called by the Secretary giving not less than three weeks notice to the members. Any alterations must be carried by a majority of at least two thirds of the votes recorded by paid up members at such a meeting.
Adopted at AGM on 13th May 2019